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INVOICES · RECIPES · STOCK · GP & MARGINS

From the invoice to the margin — in one place.

Stock and GP live in PubSuite’s Manager’s office. Photograph an invoice and its products become ingredients with their prices and pack weights. Build recipes from them, and every sale takes what it used off stock. Then one report shows what your menu should have made — and what it actually made.

Included in the £59.99 a month. No extra module to buy.

Try it yourself — no sign-up

A month of stock and GP, already in.

The Kings Arms has 30 costed recipes, a month of deliveries and sales, wastage, stock takes, a price rise to look at and a delivery waiting to be approved.
Then open Manager’s office → GP & margins — a month of deliveries, sales, wastage and stock takes is already in.
thekingsarms.pubsuite.app
login  manager@pub.local
pass   manager123
THE PROBLEM

The menu was priced once. The invoices have moved every week since.

Most pub menus are costed on a spreadsheet when the menu changes, then never again. Meanwhile the cod goes up, the chips go up, a keg goes up — a few pence at a time, on invoices nobody has time to compare — and the margin you priced for quietly isn’t the margin you’re making.

Stock software usually makes it worse: invoices typed in twice, a stock system that doesn’t know your takings, and a GP figure that arrives with the accountant’s letter.

And the stock take tells you something went missing, but not whether it was spillage, a bad delivery, a dropped plate or something worse.

Invoice → ingredient → recipe → sale → margin.

One chain, in the same Manager’s office as your takings and VAT — so every step feeds the next without typing anything twice.

HOW IT FLOWS

Photograph it. Approve it. Watch the margin.

01

One Approve per invoice

Snap every page of the invoice. Each product is read and matched to your ingredients, anything new is added with its price and pack weight, and only the lines that need a look are flagged. Approve once and it’s all in stock.
02

Recipes costed to the penny

Build dishes and drinks from those ingredients in grams and millilitres, or import the recipes you already have from a PDF, photo or Word file. Make the coleslaw once and add a portion to the burger — its cost and allergens carry straight through.
03

Sales off stock, every night

Upload the till’s end-of-day report — a photo, a CSV export, or typed in. Match a till product to its recipe once and it’s remembered, so every report after that matches itself and takes each dish’s ingredients off stock.
04

Stock takes, wastage and a shopping list

Log what’s thrown away and why, count weekly, and see what’s running low as a shopping list by supplier — with a suggested order for each item.
05

Allergen cards for every dish

Check each ingredient against the 14 allergens once, and every recipe that uses it gets a printable card. Anything not yet checked is flagged, never shown as allergen-free. The whole team can open the chart from the Staff Room.
06

Price rises, caught on the day

When a supplier puts a price up, you see it when the invoice is read — with every dish it affects and the menu price that puts each one back on your target margin.
07

Old invoices, read for their prices

Already got months of invoices on file? Read them in one go for their ingredients, prices and pack sizes, newest first — so your recipes are costed from day one, without long-gone deliveries being counted into stock.
08

Costed the way you pay

Not VAT registered? Then the VAT on an invoice is part of what the food cost you. PubSuite adds it to each ingredient at the rate printed on the invoice line, so recipe costs and GP show what you really pay.
GP & MARGINS

What your menu should have made — and what it actually made.

For food and for drink, GP & margins puts your takings next to the recipe cost of everything you sold. That’s what you should have made. Add in logged wastage and what stock takes found missing, and that’s what you actually made.

The difference is split into wastage and stock nobody can explain, ingredient by ingredient — and the dishes making less than your target are listed with the price that fixes them.

Your head chef gets a kitchen login for food invoices, ingredients, recipes and stock — without takings, wages or the bar’s margins.

THE KINGS ARMS
A month of stock and GP, already in.
The demo venue has 30 costed recipes, a month of deliveries and sales that match its takings, wastage, stock takes, a price rise to look at and today’s delivery waiting to be approved. Login details are at the top of this page.
COMMON QUESTIONS

Stock, recipes and GP, answered.

What if it reads an invoice wrong?

Nothing goes into stock until the invoice is approved. Each product shows as one line with its ingredient, quantity, pack and price, and anything missing — an ingredient, a quantity, a pack size — is flagged at the top to fix first. Invoices with several pages are read as one.

Do I have to type all my recipes in?

No. Upload the recipes you already have — a PDF, a photo of a recipe card, or a Word document (.docx). Every ingredient is matched to your stock list or to a recipe you already make, and you check every line before it’s saved.

Does it connect to my till?

Not with a live link — you upload the end-of-day report instead, which takes a minute at close. A photo of the printed report works with any till, and most tills export the same report as a CSV. Upload your till’s product list once, or match each product the first time it appears, and it’s remembered from then on.

Why do “should have made” and “actually made” differ?

“Should have made” assumes every portion went out exactly as the recipe says. “Actually made” adds what was thrown away and what your stock takes found missing — over-portioning, spillage, deliveries short, or worse. The gap is shown by ingredient so you know where to look.

Can I rely on the allergen cards?

They’re only as good as the ingredient checks behind them, which is why a card is marked incomplete until every ingredient in it — including those inside batches and sauces — has been checked against its label or spec sheet. New ingredients start unchecked for exactly that reason. You stay responsible for the information you give customers; PubSuite makes it much harder for it to fall out of date.

Do I have to count everything every night?

No. Deliveries add stock and till reports and wastage take it away, so PubSuite keeps an expected figure for every ingredient. Count weekly and the count becomes the new starting point — and shows what went missing since the last one.

Does stock and GP cost extra?

No. It’s in the £59.99 a month with the bookings, rota, clock-in, marketing and the rest of the manager’s office. One price, whole pub, first 60 days free.
What else is in the box

One system, not four logins.

Table bookings on a real floor plan · staff rota, clock-in and HR basics · takings, VAT and labour reporting · email marketing to your regulars · the Staff Room noticeboard · automatic backups.

Book a demo →Try the demo venue

Or email hello@pubsuite.app

£59.99 a month · first 60 days free · no contract

PubSuite
A product of Darwen Pub Co Ltd (company no. 16420301)
253 Bolton Road, Darwen, England, BB3 2PG